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Local Education Agencies (LEA) applications for the National School Lunch Program (NSLP), School Breakfast Program (SBP), and Seamless Summer Option (SSO) are due September 30, 2021.
Please follow the instructions provided in the bulletins to ensure the renewal process is complete. A Renewal Information Guide is also available to assist you in this process.
For links to bulletins and their attachments, please review the 8/23 Renewal Article.
General Reminders
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SY 21–22 Meal Distribution Plans (MDP) The SY 21–22 Meal Distribution Plan must be submitted in addition to the WINS application. Within the MDP, you may apply for specific waivers. Waivers may be implemented “only for the extent and duration needed" and approval will be on a case-by-case basis.
- The MDP and WINS application should align. If operation is unclear and the MDP does not align with WINS, applications will be returned and a new MDP may be required.
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Meal Service Schedules A separate meal service schedule should be created in the WINS site calendar to capture "grab and go" meal distribution times at open and closed enrolled sites. The schedule’s end date should reflect the date of waiver expiration (December 31, 2021 or sooner depending on waiver request).
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August Operating Dates Please contact your Program Specialist for instructions on how to add August to your site calendar.
Resources
Questions? Contact your Program Specialist.
Were you awarded Fresh Fruit and Vegetable Program (FFVP) Funds for the 21–22 SY?
Don’t forget to complete the site spending plan. Each FFVP awarded site must have a site spending plan completed and submitted in the Washington Integrated Nutrition System (WINS) by Thursday, September 30, 2021.
Step by step instructions are covered in the SY 21–22 FFVP Annual Training webinar, located in Moodle. Please note: You will need to create a Moodle account, if you do not have one already, to view this training.
Questions? Please email Rachel Floyd, Special Programs Specialist.
The U.S. Department of Agriculture (USDA) recently released two policy memos relating to School Meal Programs.
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SP 21-2021: Questions and Answers for Child Nutrition Program Reporting in School Year 2021-2022
- This memo includes reporting details for State agencies during school year 21–22.
- Local Education Agencies should continue to submit claims in the Washington Integrated Nutrition System (WINS) as usual.
- A link to this memo will be posted when it becomes available on the USDA website.
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COVID-19: Child Nutrition Response #100- Waiver to Allow Fiscal Action Flexibility for Meal Pattern Violations Related to COVID-19 Supply Chain Disruptions Impacting School Meals in School Year 2021-2022
- This waiver gives State agencies the flexibility to waive certain fiscal action requirements in the National School Lunch Program and the School Breakfast Program and National School Lunch Program Seamless Summer Option.
- This waiver is available for any state where there is a supply chain disruption with respect to foods served under such a qualified program and such disruption is due to COVID–19.
Questions? Please contact your program specialist.
Verification Process
Verification is the process of confirming free and reduced-price meal eligibility based on an application. The verification process begins each year on October 1 and concludes November 15. Results of the verification process (Verification Summary Report) must be submitted to Child Nutrition Services by February 1, 2022.
Public school districts, private schools, and residential child care institutions that determine eligibility for meals using meal applications must conduct verification.
Verification Method Reminders
- New Local Education Agencies (LEAs) must use the 3% focused method.
- Since the Verification Summary Report was not collected in SY 20–21, local education agencies with a 20% or greater non-response rate from verification in school year 2019–20 must use the 3% Focused method.
Sponsors Who Collect Meal Applications
All sponsors who determine eligibility for meals using meal applications should move forward with the annual verification process for SY 21–22.
Reminder: Last year we shared that the Direct Verification Process is discontinued. We encourage sponsors to familiarize themselves with the Rolling Verification process to help reduce workload.
Materials
Verification materials and tools are available on the CNS Free and Reduced-Price Meals and Verification webpage including:
- Timeline for Completing Verification Tasks
- Verification Non-Response Rate 20% or greater for SY 2019–20
- 3% Focused Sampling Worksheet
- 3% Random Sampling Worksheet
- 1% plus ½% Focused Sampling Worksheet
- Explanation of Method Used to Select Verification Sample
- Waiver of Second Party Confirmation Review and Instructions
- Documentation of the Verification Process
- Verification Letter Templates in English and Spanish
The SY 2021-22 Verification Summary Report will be completed in WINS.
Timeline
Please use the Timeline for Completing Verification Tasks for complete details of completing this process.
Beginning of the school year to October 1 Process applications and run the direct certification list often before October 1. Ensure you have the most up to date information from the LEA Homeless Liaison and Head Start/ECEAP program administrators. Remove and file separately, paper applications for students that are directly certified for Basic Food, TANF, Migrant, FDPIR, Homeless, Head Start/ECEAP.
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October 1
- Count newly submitted applications for SY 21–22.
- Determine the Verification Method and select appropriate sample.
- Conduct a Second Party Confirmation Review or, if applicable, print waiver.
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October 1 – November 15 Send Verification notices. Conduct follow up attempts and send letters of adverse action as applicable
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Last Operating Day in October Count and record the number of newly eligible students in SY 21–22, who are:
- Directly certified for Basic Food
- Directly certified for Medicaid Free
- Directly certified for Medicaid Reduced
- Directly certified for TANF, Foster, FDPIR, Migrant, Homeless, Head Start/ECEAP
- Eligible for free meals; paper applications with case numbers and foster child
- Eligible for free meals; paper application – household size and income
- Eligible for reduced-price meals – household size and income
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Prior to February 1 Complete and submit the Verification Summary Report
Questions about the verification process? Please contact your program specialist.
The U.S. Department of Agriculture (USDA) recently provided guidance regarding “rollover” of eligibility for school year 21–22.
If you are operating SSO this year, please proceed with the same process that you used during SY 20–21, including:
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Process new or updated eligibility.
- Run Direct Certification monthly or more frequently.
- Obtain Direct Certification documentation from other sources (migrant/ Head Start).
- Process F/R meal applications for SY 21–22.
If you are operating NSLP, please follow normal requirements including a 30-day carryover period.
Questions? Please contact your program specialist.
Under Child Nutrition Response #74, OSPI utilized USDA granted authority to issue a state-wide waiver for NSLP and SSO sponsors to follow the Summer Food Service Program (SFSP) meal pattern until October 1, 2021.
Sponsors were required to complete an opt-in survey to participate in this flexibility. The flexibility to follow the SFSP Meal Pattern expires on September 30, 2021.
Beginning October 1, all program sponsors must follow the NSLP/SBP Meal Pattern requirements.
Submit an MDP for Continued Shortages
We continue to hear of the ongoing challenges around food order cancelations, delays, and shortages. To request a meal pattern flexibility waiver due to supply chain disruptions, please update the SY 21-22 Meal Distribution Plan (MDP). The meal pattern flexibility waivers allow LEAs to apply for a waiver of:
- Vegetable Subgroups
- Milk
- Serve Only with Age/Grade Group and serving size limitations
- 100% Whole Grain Rich Requirements
- Dietary Specifications for Sodium
Documentation to support supply chain disruptions should also be provided. If flexibilities outside of the MDP are needed, please email your program specialist with a description of the disruption and how the Meal Pattern requirements will be met to the maximum extent practicable.
Questions? Please contact your School Meals Program Specialist.
Purchasing from local farms isn't just for Farm to School activities. During COVID-19 shortages, local procurement can help you minimize disruptions to program operations.
View the Procuring Local Foods During COVID-19 Shortages recorded webinar for more information on finding local farms, procurement and purchasing considerations, and more.
Additional Resources
All Local Education Agencies (LEAs) are eligible for the Safe School Meals Grant!
The Washington State Legislature provided funds to support safe school meals in SY 21–22. Funds are awarded based on enrollment and meal participation.
All public, charter, and tribal compact schools sponsoring a school meal program during School Year (SY) 21–22 are eligible for this non-competitive grant! We have simplified the application process so all applications are easy to complete (and funded)!
Application and Grant Funding Resources
How to Apply for the Safe School Meals Grant Webinar
Safe School Meals Grant Reference Sheet
Join us for the Safe School Meals Grant Awardee Webinar!
Date: Tuesday, October 5, 2021
Time: 2–3 pm PT
Simplified Application Process—Apply Early!
We are aware that there may be supply chain issues with receiving equipment. Consider submitting your application in iGrants as soon as possible to assist CNS in approving your application so purchases can be finalized before the January 3, 2022, deadline.
Safe School Meals Grant (Form Package 170) due by 4pm on Tuesday, November 30, 2021.
Funds may be used to:
- Purchase equipment and supplies to increase the safety of school meals in SY 21–22. This includes, but is not limited to supplies or equipment to:
- Increase social distancing of students eating meals.
- Reduce touch points in the meal programs.
- Increase food safety.
- Increase safety in meal service.
- Provide training to increase the safety of school meals in SY 21–22.
- Provide outreach to students, families, and school staff, including translation services
Questions? Please email Mikhail Cherniske.
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The Institute of Child Nutrition (ICN) is the only federally funded national center dedicated to applied research, education and training, and technical assistance for child nutrition programs.
Join ICN and discover a proactive approach to developing, implementing, and evaluating emergency preparedness plans and procedures. Participants will receive Professional Standards Credits for participation in this webinar.
Register for ICN's Tools and Strategies for Emergency Preparedness in Schools
Date: Thursday, September 30
Time: 12–1 pm PT
After registering, registrants will receive a confirmation email containing information about joining the webinar. If you are unable to attend the LIVE webinar, there will be a recording available on the ICN website 24-48 hours after the live webinar.
Join the Culinary Institute of Child Nutrition (CICN) for Leveraging USDA Foods When Facing an Unreliable Supply Chain
One of the many challenges school nutrition programs are facing this year is supply chain issues. The resulting unavailability of key menu ingredients can throw off production and forecasting efforts.
Certain USDA Foods are proving to be regularly available, offering menu planners a reliable source of products. Learn how to leverage your access to USDA Foods to keep your menus set as planned.
Register for Leveraging USDA Foods When Facing an Unreliable Supply Chain
Date: Thursday, September 30
Time: 1:00 – 2:30 pm PT
Webinar speakers will discuss currently available USDA Foods that are less likely to be impacted by supply chain issues, creative menu planning for utilizing what is available, and menu concepts and recipes featuring readily available products that are easy to prepare.
After registering, registrants will receive a confirmation email containing information about joining the webinar. .
October 1-31: National Farm to School Month
Celebrate by offering farm to school activities at least once or all month long! Some ideas include: taste tests, nutrition education, farm visits, and garden harvest parties!
Serving local food items as part of your menu is another great idea way to celebrate! More ideas and specific resources are found on National Farm to School Network’s website.
OSPI and USDA support the use of Farm to School activities in your program. In fact, they’re considered a best practice!
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October 6: Taste Washington Day!
Taste Washington Day is an annual celebration of Washington grown foods served in school meals during the fall harvest season. To participate, connect with local farms to purchase a Washington-grown food item and make the most of our state’s bountiful fall harvest. WSDA has many resources to help you purchase locally and promote your efforts.
Plan to participate? Sign up here.
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October 6: Washington Apple Crunch
The statewide Apple Crunch also occurs on October 6 and purchasing local apples for the Crunch can count towards both events! Taste Washington Day is a great way to kick-off Farm to School Month! Celebrate with us on October 6 and count the efforts towards your participation in Farm to School Month!
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October 11 – 15, 2021: National School Lunch Week
The National School Lunch Program (NSLP) serves nearly 30 million children every school day. President John F. Kennedy created National School Lunch Week (NSLW) in 1962 to promote the importance of a healthy school lunch in a child’s life and the impact it has inside and outside of the classroom.
The School Nutrition Association’s campaign offers a jungle-sized selection of tools and resources, including downloadable artwork and social media tips, to help you plan a successful celebration and promote your program to students, parents and the local community.
Use the NSLW Promotional Items Webpage for ideas on how to celebrate!
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In our efforts to support sponsors in this challenging time, OSPI CNS will credit your cost of delivering USDA Foods from our state warehouse to your delivery site for the full 2021–22 School Year. The credit will be applied to your invoice charges in CNPweb on a monthly basis.
W-code processing and admin fees are not covered by this credit. Please see reference sheets for additional clarification.
Requirements
- Monthly invoices are generated on the last working day of the month.
- The State Credit will be applied to your invoice automatically.
Best Practices
- Review your invoice to see the total amount owed.
- Submit payment as normal for the amount owed.
Questions? Please email the FDP Inbox.
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